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Administrative Procedures

Administrative Procedure 180

Records Management

Background

Preamble:

 

A Records Management program will be maintained to provide control over the quality and quantity of information produced by the Division, from its creation until its disposal, for legal, fiscal and historical purposes. Proper custody, storage and disposal of records shall comply with statutory requirements and is under the authority of the Secretary Treasurer.

Procedures

Procedures:

 

1.   Records management covers a broad spectrum of records such as accounting, purchasing, corporate, insurance, personnel, property, and student records.

 

2.   The Records Management program shall consist of a Subject File Classification Guide and a Retention and Disposal Schedule.

 

3.   The Retention and Disposal Schedule shall be consistent with federal and provincial legislation.

 

4.   The Education Team and Principals shall be responsible for the filing of records according to the Classification Guide and for the disposal of records in accordance with the Retention and Disposal Schedule.

 

5.   Electronic records must conform in the same manner as hard copy records.

 

 

Reviewed:               December, 2011

Next Review by:      December, 2016

 

References

Legislative References:

 

School Act Section 60, 61

Freedom of Information and Protection of Privacy Act, RSA 2000, c. F-25

 

Board Policy:

 

Policy 11 Delegation

 

Cross References:

 

Subject File Classification Guide and a Retention and Disposal Schedule

AP 320 Student Records

AP 321 Youth Criminal Justice Act Records

AP 400 Criminal Record Check